Program Coordinator, Executive Education, Haskayne School of Business

Job Description


Position Overview

The Haskayne School of Business is currently seeking a Full-time Limited Term Program Coordinator, Executive Education for approximately 1 year.

This is a full-time, 1-year limited term position reporting to the Director, Executive Education and works closely with other members of the Executive Education team as well as with members of the school's operational units and external partners. Normal hours of work are 8:30 to 4:30, with the expectation of some early morning, evening, weekend and overtime work required from time to time. This position is located at the University of Calgary Downtown Campus, a facility in the heart of downtown Calgary (corner of 8 Avenue and 8 Street SW). There will be the need for occasional travel to the main NW University campus and offsite to client meetings and events.

The Program Coordinator's responsibilities include handling the administration and coordination of Executive Education programs and events, providing administrative and delivery support to faculty members, external consultants and university partners in the execution of executive programming. This role requires continuous interaction and liaison with faculty member, team members, participants, corporate clients, partnering institutions and the general public.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Administrative Support

Support various accounting functions such as revenue and expenditure reconciliation and preparation of invoices to clients, records management in compliance with University policy (i.e. retention and destruction) in conjunction with the Business Operations Coordinator Support and track payments for supplies, instructional services, and other services in conjunction with the Business Operations Coordinator Plan and handle multiple projects simultaneously, prioritizing tasks appropriately and setting deadlines Ensure high impact projects are on schedule, on budget and aligned with Executive Education strategic goals Develop and initiate improvements for Executive Education policies and procedures and developing potential solutions Develop and maintain strong relationships with all key stakeholders, including team members, staff, suppliers, clients and other target audiences on and off campus Maintain office equipment and supplies as appropriate in conjunction with Program Administrator Book appropriate facilities and set up appropriate online learning environments as required, based upon program design and/or client contract Participate in various committees and initiatives within Executive Education and the Haskayne School of Business Maintain electronic document filing and maintenance Update and revise program checklists and support workflows and job aids Compare and analyze costing of various supplies (space, catering, program materials etc.) and provide recommendations to the Director and Manager, Learning and Development Programs In conjunction with the Manager, Learning and Development Programs, the Program Coordinator will delegate work to the Student Program Assistant, Program and Marketing Administrator and/or other service providers within the University. In addition, they will be a role model, mentor, and provide direction to others. Support the maintenance of annual report on non-credit hours Work with the Director and Manager, Learning and Development Programs to coordinate onboarding and training of new staff on various operational/programming processes, software etc. Possess an understanding of the operations, processes and procedures within the School of Business as well as the larger University, and can utilize the services of different departments in the offering of executive programs Backup support for Program and Marketing Administrator as well as Client Recruitment Coordinator in their absence

Program Coordination:

Able to effectively coordinate executive programs, make decisions, and perform day-to-day activities with minimal to no supervision, and to ensure that the high quality of these programs is maintained or improved Collaborate with program design and delivery team to ensure a seamless learning experience Liaise with the Director and Manager, Learning and Development Programs to ensure that contractual obligations with corporate clients and partner institutions are fully met. Each contract has different requirements that the Coordinator must understand, and they must ensure appropriate processes are in place to ensure compliance Set priorities and deadlines for their own work, as well as those for faculty members, internal team members, and other service providers involved Develop a professional relationship with corporate clients, and act as the main point of contact to participants related to administration and logistics and be a champion for Executive Education and the University Monitor program budgets with an eye on both cost control and quality, delivering cost savings through the application of procurement best practices. The incumbent is also responsible for sourcing appropriate vendors and suppliers and negotiating the best price possible Ensure that all knowledge and information related to the delivery of programs is logically maintained and accessible at all times to other members of the team Ensure the accuracy (quality control/quality assurance) of printed/digital materials and information that is being supplied to stakeholders (participants, clients, faculty members, etc.) Resolve problems or disputes that may arise within the programs in a fair and timely manner and within the limits of role's authority including potential problems with internal and external clients, partners, participants, consultants and vendors Coordination of operational program components and logistical lead for Executive Education programs which includes, but is not limited to:

Arranging program support either face-to-face (cleaning, classroom setup, liaising with onsite coordinator, scheduling support, etc.) or virtually (virtual learning environment setup, calendar bookings, liaising with faculty for virtual session logistics) Ordering catering and ensuring dietary restrictions are met, in alignment with university health and safety standards Liaising with IT to order course shells in the LMS platform, enrolling participants, building course components as outlined in program design, monitoring discussion boards and providing regular updates to faculty members and Manager, Learning and Development Programs, managing documents, working with faculty members and participants to navigate the LMS Facility sourcing and bookings (i.e. classroom, conference space, virtual learning environment) Supporting the design of instructional and support materials (i.e. workbooks, binder covers, certificates, etc.) In alignment with the program budget, assessing program supply needs and working with Student Program Assistant and Program Administrator for ordering Creating communication schedule and program timelines to inform the various stakeholders in conjunction with Manager, Learning and Development Programs Drafting faculty contracts as outlined by program budget and in cooperation with the Manager, Learning and Development Programs and the Business Operations Coordinator Coordinating the program evaluation process in collaboration with the Manager, Learning and Development Programs and Academic Director Confirming final registration numbers (via ExecEd registration system or with partner or custom client) and checking if records are consistent across all ExecEd data sources Drafting program templates and communications in conjunction with the Manager, Learning and Development Programs and Academic Director (such as session outlines, PowerPoint templates, handouts, workbooks, oversized printing, master schedules, participant and faculty directories, email communications, etc.) Confirming faculty members' availability and sending official calendar bookings Coordinating welcome receptions and graduation ceremonies, both virtually and in person, as required Obtaining all relevant copyrights and course readings Arranging appropriate A/V and virtual learning support Basic editing of virtual session recordings Printing program related materials including name tags, handouts and binders, as required Drafting, printing, and distributing program certificates Cleaning up and re-setting classroom space at the end of each programming day, as required General administration and coordination support for the faculty members, guest speakers, and industry instructors Providing direction to Student Support Administrator(s) to arrange for various program related tasks to be completed Scheduling, coordinating and occasionally facilitating After Action Program Reviews (internal and external) Ensuring all invoices and contracts are paid and reconciled in conjunction with the Business Operations Coordinator

Marketing Support

Contribute to the development and implementation of new Executive Education initiatives and assist with the marketing and promotion of these opportunities in conjunction with the marketing team, such as:

CRM (Customer relationship management) tool initiatives including updating database, data analysis, data processing, and data mining, Supporting with the distribution of email campaigns to specific target audiences Occasional support with tradeshows in both attendance and providing assistance with setup, takedown etc. Supporting with coordination of information sessions, webinars, and/or events Identifying potential program ambassadors to support with various marketing initiatives Distributing marketing material to program participants during programs and events as necessary Maintaining and updating Executive Education registration system for programs, including setting up new programs and sections, reviewing participant registrations, and running reports as required Working collaboratively with Executive Education team to maintain and update program brochures and collateral Working collaboratively within the Executive Education team in the identification of new opportunities and the development of new programs Identifying and supporting channels to source potential participants such as alumni networks and other Haskayne departments Possesses extensive knowledge of Executive Education's mission, values and strategic objectives in the offering of executive development programs to professionals in the local and international business community.

Qualifications / Requirements:

A completed post-secondary education in management, business, marketing or communications is required (an MBA or Masters degree would be considered an asset) A minimum of 5 years of progressive experience related to administration, front-facing customer service or events management is required. The proven ability to effectively navigate large organizations and manage relationships with a diverse range of stakeholders, including clients, faculty members, internal and external partners is required Exceptional organizational skills including the ability to meet deadlines and discipline in follow-through required Problem solving and decision-making skills and proven ability to manage multiple projects effectively with rapidly changing priorities is required An ability to exercise judgment and make independent decisions within established guidelines, program designs, and workflows is required The ability to handle ambiguity and resolve emerging issues with initiative and a collaborative mindset is essential Proven ability to use discretion with confidential material and demonstrate a high level of tact Professionalism and a strong work ethic, as well as the ability to operate effectively within a dynamic, customer-facing, team environment is required Positive and pro-active attitude, including the ability to work as part of a team or independently, and exceptional customer-service mentality is critical to success Ability to provide leadership and direction to other team members and to faculty members and external consultants as related to program operations and logistics Strong planning skills and attention to detail is required, as they will deal with multiple projects and shifting priorities Excellent written, oral and presentation skills are essential to the position Demonstrated strengths in event planning and management is required Familiarity with analytics and KPI tracking and reporting is required Highly evolved skills with Microsoft Office applications (Word, Excel, PowerPoint) is required Knowledge and experience working with learning technology tools such as Microsoft Teams or Zoom is considered an asset Knowledge and expertise of online and social media platforms as LinkedIn is considered an asset Knowledge and expertise with various LMS tools such Desire2Learn (D2L), or Qualtrics is considered an asset Knowledge of University policies, procedures and core business systems, and working with academic faculty is considered an asset Experience working in an adult learning operation or business is considered an asset Willingness and ability to travel locally and to work various shifts and weekends as necessary

Application Deadline: February 19, 2021

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase III.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Haskayne School of Business visit Careers in the Haskayne School of Business.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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